Correct

Correct Journal Errors

The following procedures for correcting journal errors are applicable for all People Tools (client) users who enter journals on-line, load excel journals, or are responsible for journals from a feeder system.

Topic

Running Error Report

Error Code Table

Correcting Journals

Running Error Report

On a nightly basis, the editing process reviews journals that have been entered on-line, loaded externally, or loaded through an interface. If an error is identified the journal is given a status of "E" (Errors) and the error must be corrected prior to posting the journal. If there are no errors the journal is posted to the General Ledger.

The Journal Status Report is used to review the status of journals that have been entered and run through the edit process. Peoplesoft client users may run this report and view the status of journals to which they have access. Access is determined by the source code of the journal.

1. Click Start > Process Financial Information > Process Journals > Report > Journal Status Report > Add

NOTE

2. The Journal Status Report - Request panel will appear.

In this example, the user is searching for all journals prepared by a particular person and wants to see only the journal lines in error. This is done by checking the "Preparer Box" and filling in the appropriate operator id; selecting a header status of "errors"; and print option of "Details/Errors Only"

To further narrow a search, the user could select "Journal ID Range" and type in a particular journal id or range of ids. The user could also select journals based on source code.

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Error Code Table

If a journal with errors is run through the edit process, the journal will not post and the header status will read "E" for errors. Journal line errors are assigned a code which appears in the field containing the error. The table below shows the possible error codes and provides a description of the error.

GU Journal Voucher Error Code Table

The table below defines the Georgetown specific edit rules and the error message (code) to look for in the journal voucher. When correcting a journal error, be sure to make the appropriate correction and remove (delete) the error code.

Rule #	Edit Error Description	Error Code	Error Code Position	Error Correction
1	Invalid Account Inactive Account	* I	Account Field / sixth position	Change account to a valid / active account number.
2	Invalid Fund Inactive Fund	* I	Fund Field / third position	Change fund to a valid / active fund.
3	Invalid Org (cost center) Inactive Org	* I	Org Field / tenth position	Change org to a valid / active org.
4	Invalid Budget Year Inactive Budget Year	* I	Budget Year Field / fourth position	Change budget year to a valid / active budget year.
5	Budget only Account ending in " 00 "	B	Account Field / sixth position	Change account to appropriate account that does not end in "00".
6	If account has an account type equal to R or E, (5_ _ _ _ , 7_ _ _ _ or 8_ _ _ _): AND ORG = G_ _ _ _ _ _ _ _ , then Fund must = 10. AND ORG = R_ _ _ _ _ _ _ _ , then Fund must = 20. AND ORG = E_ _ _ _ _ _ _ _ , then Fund must = 30. AND ORG = L_ _ _ _ _ _ _ _ , then Fund must = 40. AND ORG = P_ _ _ _ _ _ _ _ , then Fund must = 50. AND ORG = H_ _ _ _ _ _ _ _ , then Fund must = 60.	G	Fund Field / third position	Change fund to the correct fund based on the mapping table in the error description field.
7	All accounts between 00001 – 49999 will be restricted to a fund except for 01211, 20101 and 20301. Accounts 01211, 20101 and 20301 are used in the procurement modules to record payments, AP voucher transactions and PO encumbrance transactions. See the GL_ACCOUNT_TBL for fund restrictions. Accounts 01211, 20101, 20301 and 5_ _ _ _ – 8_ _ _ _ will have a value of blank in the fund restriction field (Example: If account = 01101, then Fund must equal 10).	F	Fund Field / third position	Change fund to the correct fund. Inquire on account number under Design Chartfields / Use / Account to find the fund restriction for the account used in the journal. Or see the account table located on the FINAFF web site.
8	Revenue, expense and transfer accounts may not be used to record asset and liability activity. If account has an account type equal to Revenue or Expense, (i.e. account begins with 5, 7, or 8), then Org cannot equal GT, GY, GP, RY, EY, LY, PY, or HY.	Y	Account Field / sixth position	Change account to an asset or liability account based on entry; OR change ORG to an ORG that is permitted to incur revenues and expenses if appropriate based on entry & clear error code from acct field.
9	Certain Org groups should not engage in the transfer of funds due to their use or purpose. If account is equal to 89_ _ _ , then Org cannot equal GA, GS, RX, PC, PJ, HC, or HJ.	T	Account Field / sixth position	Change account to an appropriate expense account based on entry; OR change Org to an Org that is permitted to accept transfers if appropriate and clear error code from account field.
10	Expenses should not be recorded against Org that holds the principal investment of an endowment. If account is equal to 7_ _ _ _ , then Org cannot equal EA, EB, EC, ED, EE, EF, EG, EH, EJ, EK, EL, EM, EN, EO, EP, EQ, ER, ES, EU, EV, or EW.	E	Account Field / sixth position	Change Org to an Org that is permitted to incur expenses such as the endowment income center for this Org and clear error code out of account field.
11	It is important to provide controls that will keep the recording of payroll activity consistent with the payroll system’s activity. If account is equal to 700_ _ - 704_ _ , then the SALARY_FLAG on ORG_TBL must equal " Y " and journal header source code must be equal to HRS or PYO.	S	Account Field / sixth position	Delete journal lines and notify user to submit entry on payroll journal voucher; OR change account to an appropriate expense other than a salary account (salary credit account may be used).
12	If account is 01403, then JRNL_LN_REF field is required and validated against GT_PTCASH_TBL	R	Journal Line Reference Field / tenth position	Change reference number to a valid reference number; OR enter a valid reference number if field is blank. Inquire on appropriate reference table for valid values (ex. Petty cash) or contact GAO for valid value.
13	Verify that Journal Header includes a valid Source Code and Reference Code combination. GT_REF_TBL has been added to PeopleSoft to maintain the valid source/reference code combinations that may be used in Journal Header. Check the journal header source and reference values against the GT_REF_TBL to verify if the combination is valid.	1	Journal Header Reference Field / third position	Change journal header reference number to a reference that is valid for use with the source code used. See reference drop down list if available. Inquire Source/Ref table under Design Chartfields / Use Source/Ref, or contact GAO for assistance.
14	Interfund accounts 07100 – 07299 may be used with source code BBF only. These are system generated interfund balancing entries.	Z	Account Field / sixth position	Change the account code to an appropriate account for the transaction. Or delete the transaction if the user is attempting to manually enter an interfund balancing entry.
15	If Org equal to RX, then 51201, 51202 and 51211 are the only valid revenue accounts that may be used.	P	Account Field / sixth position	RX revenue transactions are usually system generated. Verify if journal is appropriate. If not, delete transaction. If it is appropriate, change the account code to one of the appropriate RX revenue accounts.
16	If Org equals PC or HC, then account must be between 77000 and 77999 or must equal 78435 or 78436.	C	Account Field / sixth position	Change to an appropriate account using criteria in error description field.
17	When initiating a transfer, a transfer account code (89_ _ _) should be used on both the debit and credit sides of the transaction. This edit rule requiring that 89_ _ _ be included on both the debit and credit sides of a transaction will be checked on all journals that are run through the GLS8114.SQR program. Also, the GU excel templates for processing cash receipts and cash disbursements will contain edits to prevent the use of accounts 89_ _ _ in these transactions.	X	Account Field Both debit & credit / sixth position	Enter a valid transfer account for both the debit journal line and credit journal line and clear error codes if necessary.
18	If Account is an Open Item Advance account such as 02206, 02208…, JRNL_LINE_REF must be a SSN. Check to see if it is 9 numeric digits.	R	Account Field / sixth position	Enter a valid SSN for the person receiving the advance in the line Reference field and clear the R in the Account field.
19	Invalid Sub-Class		"Sub-Class not in Approp_Key_Tbl"	Change Sub-Class to valid value or delete if not appropriate.
20	Appropriation Not Found		Message appears beside the line description	Call Barb Barrett (7-1961) or Kathy Kelso (7-3106)

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Correcting Journal Entry Errors

When the editing process identifies errors on a journal, the journal is given a status of "E" (Errors). The error status must be corrected prior to posting the journal. Georgetown processes journals by recycling them (as opposed to sending them to a suspense account). This method of processing errors allows the user to make necessary corrections to a journal without having to re-enter the journal or analyze the possibly large volume of transactions in the suspense account(s). Recycled journals mean that even if one transaction line in the journal has an error, the entire journal will not post until that line is corrected.

After identifying which journals have errors (see Journal Status Report or Inquiring on Journals), you must access the journal and make corrections so the journal can run through the edit process again.

1. Follow the navigation Start > Process Journals > Use > Journal Entry > Journal Entry Lines > Update/Display

2. The Update/Display – Journal Entry prompt box will appear.

3. Enter your selection criteria. For example, you can enter a specific journal id. You can also select a Header Status of Error with a particular Fiscal Year and Accounting Period.

4. Click OK.

NOTE: Your search may be as general as you want or specific as you want.

5. The following is an example of a list returned when performing a general search

6. Highlight and double click on the journal line that needs to be corrected or highlight the appropriate line and click on the Select button.

7. Identify the lines that failed edit and locate the error code which appears in the applicable field. See the section on Error Codes if you need to review the definitions.

8. After identifying your error and line, make the correcting entries needed and click on the SAVE button. The journal will now be removed from the Error list and will be ready to go through the editing process again. If the second edit process discovers an error, the journal will be placed on the error list again, therefore, you must follow the same procedures until no errors are found.

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